Automating Deal Creation Workflow in HubSpot

This workflow is designed for businesses with a ‘Proposal Request’ or ‘Project Estimate Request’ form on their website. Unlike regular contact forms, which capture a visitor’s first interaction with your brand, these forms come into play when a lead already knows about you. They may or may not have spoken to someone from your team, but they’re now ready for you to submit a proposal or project estimate.

Once the prospect submits a request, this workflow automatically creates a deal in HubSpot. From there, you can track its progress and mark it as ‘Closed Won’ if you secure the project—or 'Closed Lost' (but let's stay optimistic).

Setting Up a Workflow to Auto-Create Deals in HubSpot (Without the Hassle)

Alright, let’s get this workflow up and running so you never have to manually create deals again.

Step 1: Create a New Workflow

Head over to Automations > Workflows, then hit Create Workflow and choose ‘From Scratch’. Make sure to select a Contact-Based Workflow.

Step 2: Set Up Your Trigger

Now, you’ll see the workflow dashboard. Give your workflow a clear name and description so it’s easy to track later.

Next, go to Group Triggers and select ‘When an event occurs’.

In the next step, choose ‘Form Submission’, then pick the specific form that collects Project Estimate Requests (double-check you’re selecting the right one).

Step 3: Create a Deal Automatically

Click the ‘+’ button to add the next step, which is to create a new deal record from CRM option.

• Select ‘Create Record’ and choose ‘Deal’ as the record type.
  
  

• For easy tracking, we’ve set the Deal Name to match the Enrolled Contact’s Name—but feel free to follow your company’s naming conventions.
• Choose the Deal Pipeline and Stage, then hit Save.

Now, test your workflow, and once you’re happy with it, turn it on.

Bonus Step: Notify Your Team

Want to keep your team in the loop? Add an internal email notification.

1. Click the ‘+’ button again to add another step.
2. Select ‘Send Internal Email Notification’ under the Communication options.
3. Choose who gets the notification: individuals responsible for project estimates, the sales team, or deal owners.
4. Personalize the email, save it, and you’re good to go.

Why This Workflow is a Game-Changer

No more manually tracking form submissions, no more missed project requests. This workflow ensures:

• Deals are created instantly in HubSpot, saving you time.
• Your team stays informed, so no opportunities slip through the cracks.
• Your sales pipeline stays updated effortlessly.

Turn it on, sit back, and let HubSpot do the heavy lifting.